Administrative Management Specialist

Description

T3W Business Solutions, Inc. is a Woman-Owned Small Business with Headquarters located in San Diego, CA. It is our mission to help our clients develop strategies to optimize their use of space and resources resulting in maximum benefits; we also deliver quality data and analysis to support our client’s daily facility operations, planning, and compliance programs. We are looking for an Administrative Management Specialist in Virginia Beach, Virginia.

Summary

Provide technical and professional requirements in support of the Center for Security Forces (CENSECFOR) training mission. Instructional, professional, management services, and associated support services to enable CENSECFOR to provide mission essential management support and training.

Responsibilities

• Assist with presentation, protocol, operational, or administrative tasks to support the CENSECFOR senior leadership.
• Drafts and prepares, in proper format, correspondence, directives and various forms for signature and reviews for errors.
• Utilizes the full range of functions, including advanced processes, of one or more word processing software applications to produce medical, scientific or technical documents.
• Makes travel arrangements based on general travel intentions, known preferences of traveler and in accordance with appropriate travel regulations.
• Schedules transportation, hotel/Government quarters reservations in a timely manner.
• Effectively deals with security issues.
• Accurately prepares travel orders and travel vouchers. Maintains contact with travelers. May maintain reports on travel fund issues.
• Assist with coordination and planning of CENSECFOR hosted conferences to include staff briefing preparation, assistance with conference logistics (billeting, protocol liaison, facilities liaison, etc.).
• Schedules in-house conferences and meetings in the local area and schedules large meetings and conferences, possibly at distant locations.
• Attends conferences/meetings to assist in administrative set-up, details, and taking of minutes to track action items.
• Analyzes proposed and existing regulations and directives for conformance to style guides, for clarity, to avoid duplication or conflict with other issuance, and to recommend appropriate corrective actions.
• Prepares command instructions/notices in their proper format.
• Maintains the Commanding Officer’s and Executive Director’s calendar. Maintains the Center’s calendar and the scheduling of the Audio Bridge Calendar. Maintains the schedules for all of the Center HQ’s Conference Rooms.
• Provides expert advice to office staff regarding the preparation and publication of various documents with complex formats, such as newsletters, brochures, flyers, special reports, briefings, and manuals.
• Applies publishing capabilities to enhance the impact and effectiveness of such items as reports, presentation and briefing material, training material, and scientific or technical study papers.
• Manages the Command’s Incentive Award Program for military and civilian personnel processing awards through the approval process.
• Prepares award packages and processes award certificates/medals.

May also perform duties of Administrative Support Specialist, including:

• Review correspondence generated by Learning Activity staff to ensure that the contents are consistent with Navy policies and procedures, and that it contains all pertinent information to avoid delays in processing.
• Administer the Site Mail Management Program, including picking up and dropping mail.
• Administer the Site Files and Records program.
• Create and prepare message traffic for review and release upon leadership approval. Receive and re-distribute incoming message traffic locally as appropriate.
• Prepare award packages for military/civilian personnel for submission to CENSECFOR.
• Prepare military retirement-related correspondence and official ceremonial paperwork.
• Manage the Check-In/Check-Out process for the activity. When appropriate, provide coordination with the respective headquarters staff (i.e., Government Travel Charge Card (GTCC)).
• Conduct Site Indoctrination for new personnel.
• Track and coordinate travel of personnel in coordination with CENSECFOR.
• Prepare Navy and Marine Corps enlisted and officer fitness report.
• Fulfill Privacy Act Office Administrator responsibilities, including semi-annual audits.
• Function as the Activity’s alternate point of contact for the local Personnel Support Activity Detachment and/or Training Support Center Detachment.
• Set up classrooms and ensure that all classroom material is available for convening classes. Prepare graduation certificates/PIM’s as appropriate, and coordinate with TSC Student Control office as necessary.
• Assist with maintaining the Shared Drive reviewing for PII, excess duplicate files, etc.
• Function as the activity’s administrative assistant and track status of training.
• Coordinate training schedules.
• Maintain training schedule, and associated documentation, on the Total Workforce Management Site (TWMS), MyNavyPortal (MNP), Navy eLearning (NeL), and FLTMPS websites.
• Update and maintain the training site web page.
• Track funding balances and inventory receipt/distribution/management of Learning Activity purchase orders.

Requirements

• Bachelor’s degree from an accredited institution and 3 years of experience in a Navy administrative environment or in lieu of degree 12 years of experience in a Navy or Marine Corps administrative environment.
• At least five (5) years’ experience at an Executive Level within a Navy or Marine Corps administrative environment.
• Ability to obtain a Favorable Tier 3 Background Investigation.
• Recent administrative, presentation, protocol and operations support experience within the last 3 years.
• Ability to perform duties expected of an Office Manager; exercises discretion and independent judgement with respect to matters of significance within the HQ Front Office.
• Experience establishing work priorities and communicating effectively with staff inside and outside of the HQ Command.
• Experience handling a wide range of administrative and executive support related tasks; able to work independently with little to no supervision.
• Executive administration experience with high level event planning and coordination; itinerary development; and detailed knowledge of Navy protocol and military courtesies policy and regulations.
• Excellent communication skills, both orally and in writing.
• A thorough knowledge of the Navy and Marine Corps organizational and command structure.
• Working knowledge of uses various functions of other software types such as desktop publishing, calendar, electronic mail, spreadsheets, or graphics.
• Working knowledge of Microsoft Office suite.
• Active Secret Clearance - Required

This contractor and subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.